It’s no secret that the costs of multifunction printers (MFPs), fax machines and other peripheral devices can build up over time, especially if an organization has deployed a large number of them at their office/s. That’s why many organizations have moved to fax servers and software; the cost savings and ROI of making the switch are well documented, mostly because of the savings that come from:
- Decreased hardware costs (eliminating fax machines, fax kits, etc.)
- Decreased maintenance costs of hardware
- Increased productivity for IT workers and other employees
Since these are general cost savings, it’s hard to say exactly how much an organization can save with fax server MFP integration, but there are a few scenarios that can be run to calculate the savings based on the deployment setup of your current fax solution.
Scenario #1: Eliminating Phone Lines
If you have a fleet of fax machines or MFPs, you are paying a set amount for each analog phone line that is required for each machine. You are also paying for the fax kit that is required to be used within each MFP. This is all on top of the costs for the MFP or fax machine itself.
With an integrated fax server, you can eliminate most of the analog lines and fax kits you use for your MFP fleet. Fax servers allow you to integrate multiple devices to a single solution. You can calculate your savings with the following equation:
(number of MFPs x cost of each phone line) + (number of MFPs x cost of each fax kit)
Even a small fleet consisting of a few dozen fax machines will yield a huge amount of savings. For organizations who deploy hundreds of fax machines, the savings are exponential.
Scenario #2: You’ve Moved to VoIP
As more organizations move to VoIP solutions, they are forced to transition their fax machines, which are still connected to analog lines, using analog terminal adaptors. These adaptors connect fax cards to the IP router. Although this eliminates phone line costs, the adaptors themselves can cost a few hundred dollars. By integrating fax fleets with a fax server, you not only eliminate fax kit and phone line costs, you also avoid analog terminal adaptor costs.
To calculate your total savings, use this equation:
(number of MFPs x cost of each fax kit) + (number of MFPs x cost of each analog terminal adaptor)
Scenario #3: You Plan on Leasing MFPs
While many organizations save money by leasing their fleet of MFPs, these recurring costs can add up in perpetuity. Page volume also adds to these costs (many MFP lease contracts charge based on the number of printed pages). Even if you plan on leasing your fleet of MFPs, fax integration with a fax server can greatly reduce your costs. This is the result of employees printing fewer pages. With an integrated MFP and fax server solution, faxes can be sent via desktops, laptops, cell phones and other mobile devices, thus reducing the number of pages that must be printed and scanned into standalone fax machines. All of this is on top of the reduction in analog phone lines that comes with deploying a fax server.
To calculate your cost savings, use this equation:
(number of MFPs x cost of each phone line) + (reduction in printed fax pages x cost per page via leasing contract)
No matter which scenario rings true for your organization, you can save a lot of resources and capital by integrating your fleet of MFPs and fax machines with a fax server solution like RightFax. Contact The Fax Guys to learn how you can deploy this solution across your entire organization.